Procedure to be followed by DMD secretary for DFS Group documentation

1. Initial email comes from author requesting document number. This email should contain the title of the document, the author name(s), and all but the last 4 digits of the document number; eg VLT-MAN-ESO-19500-XXXX. It should also indicate whether the document has to be distributed outside DMD and ESO.

2. These pieces of information are then entered into the relevant Excel Document, (depending on the PSC code):

dfs-doc-repository-19000

dfs-doc-repository-19100

dfs-doc-repository-19200

dfs-doc-repository-19300

dfs-doc-repository-19400

dfs-doc-repository-19500

dfs-doc-repository-19600

dfs-doc-repository-13700

dfs-doc-repository-14600

dfs-doc-repository-17240

(These files are stored in the 'DFS' directory, in the Repository folder of the DMD secretary Mac)

3. An email is then sent by the DMD secretary to the Technical Archive (tecarch@eso.org) with the same information, to request the last 4 digits of the document number (the 'chronological number').

4. Once a reply from the Archive has been received, the chronological number should be entered into the respective Excel document and the author informed of the number.

5. Some time will pass and then the author, using the DFS Group tool 'WebCheck', will post a web readable version of the document on the DFS Group website. Once he/she has done this, an automatic mail will come to the Group Secretary. Be aware, this mail may contain an updated document title (to be then updated in the Excel file, too). This information will come in the following format:

New! WEB READABLE VLT-MAN-ESO-19000-1771- Vi.ps file has been archived by khaggouc.

Thus giving the whole document number, the issue, its format and the author. The issue date comes from the date of the email. The email body will give the (final) document title.

At this time also, the Secretary should enter the ‘location’ (depending on what format the electronic document is in) of the document in the related Excel document, if necessary update the title, and verify the document is directly readable from the web by selecting the link from the Excel file.

6. Using the DFS Group tool 'WebCheck' once more, the author will post an electronic version of the SOURCES of the document on the DFS documentation repository (i.e. files corresponding to the original text editor used to create/update the document: FrameMaker, LaTeX, WORD, ...). Once he/she has done this, another specific automatic mail will come to the Group Secretary. This information will come in the following format:

New! SOURCES of VLT-MAN-ESO-19000-1771. Vi-fm have been archived by khaggouc.

At this time too, the Secretary should update the related Excel document, to indicate that the sources have been archived (column named "Sources checked-in").

7. Upon receipt of these two automatic mails, a copy of the distribution list (having been completed with the necessary information at the top of the form (title, author, etc) should be given to the author so that he/she can mark on it who the document should go to (either immediately if an internal DMD document or after all signatures have been collected if it is for ESO wide / external distribution.).

The author should fill out the distribution list and return it to the secretary, together with a signed, hard copy of the document.

8. The Secretary should then forward the document to the relevant people for signatures and additions to the distribution list.

9. When all signatures are collected and the two automatic emails received, a copy of the document should be taken for the DMD archive whilst the original signed document goes to the Technical Archive for copying, distribution and archiving.
   
   Be aware that no distribution will be done before being sure that both a web readable file and its sources have been archived in the DFS repository !

10. Finally, in the internal DMD archive, the documents should be sorted and filed according to the following criteria (same as the ones used by Technical Archived):

1. PSC Code (ie 19000, 19100, 19200 etc)

2. ESO Type (ie. MAN, PLA, SPE etc.)

3. Chronological number